Community of Practice ProposalLaunching Community of Practice in a Voluntary Welfare Organization

Nur Syahidah Alim | Nirmala Selvaraju

Agenda

Introduction to Case Study

CoP Implementation Framework Inquiry Phase Design Phase Prototype Phase Launch Phase Grow & Sustain Phase

Conclusion / QnA

TEACH Me Services

Aims at helping youths with special needs in maximizing their potential to lead dignified and independent lives.

Future intentions to become a research center.

Adopted an evidence-based practice (EBP) culture.

Consists of three departments: therapy support, education support, & counseling.

Here is the problem…

Does not practice capturing tacit

knowledgeNo time to share

High employee turnover

Formal systems of capturing tacit

knowledge

Creating time and space in sharing

knowledge

Retaining current employees, motivating newcomers

CoP Implementation Framework

INQUIRY PHASE

DESIGN PHASE

PROTOTYPEPHASE

LAUNCHPHASE

GROW & SUSTAINPHASE

• Community Identity• Organizational Strategy

and Value

• Discovery and Preparation

• Learning / Knowledge Sharing Activities

• Community Health Assessment

• Recruitment of Members• Community Citizenship

Ceremony• Community Cultivation

Inquiry Phase: CoP Identity

DOMAIN: Aims to build up the capabilities and establish a network among practitioners in TEACH Me Services, who are involved in dealing with existing and new cases.

COMMUNITY: Primarily targeted at practitioners in the Therapy Support, who are involved in designing effective and appropriate solutions for each case’s problem, which are seen through and evaluated through several follow-ups.

PRACTICE: The various case studies and issues that are currently facing or discussing at local and international context, with a particular focus on enhancing welfare and success of clients in TEACH Me Services.

Inquiry Phase: Strategy and ValueGOALS:

SPONSORSHIP: The Ministry of Community, Youth and Sports (MCYS) will provide sponsorship to support TEACH Me Services and the community.

CURRENT SUCCESS FACTORS:

• Short-term: helping with current challenges faced and providing expertise to fellow practitioners in TEACH Me Services.

• Mid-term: developing innovative solutions to address upcoming/new cases’ problems.

• Long-term: accumulating body of knowledge, which helps in enhancing capabilities as research center.

• High commitment and common interest in welfare and success of case.

• Recent adoption of evidence-based practice (EBP) culture encourages knowledge sharing and learning among practitioners.

Design Phase: CoP Cultivation

MEETINGS

• Meetings on 2nd Saturday of each month

• Face-to-face

PROJECTS

• Open discussion/sharing of case studies

ACCESS TO EXPERTISE

• Need to get rapid access to expert advice

• Regularly invite outside experts

RELATIONSHIP

• Opportunities to learn from and connect with people

INDIVIDUAL PARTICIPATION

• Open discussion

• Reward system is adopted

CONTEXT

• Create openness to learn and share knowledge

• Activities are integrated with work

• Visible to non-members

COMMUNITY CULTIVATION

• Need to track participation and usefulness of content shared

• Feedback system /AARs is adopted

CONTENT PUBLISHING

• Contents should be published frequently

• Brief summaries of each meeting will be shared online

• Level of access control is needed

OPEN-ENDED CONVERSATIONS

• Conversations are open-ended in meetings

• High commitment and interest are needed

• Repository is needed

Prototype Phase

NEED FOR COP

• To share the issue and case studies faced by therapists

• Finding solutions

ISSUE

• Maintaining details of cases

• No communication

ROLE

• Core group• Active• Occasional • Peripheral

LEARNING ACTIVITIES

• Exchange• Productive inquiries• Producing assets• Building shared

understanding• Formal access to

knowledge

LEADERSHIP ROLES

• Community leaders• Facilitator• Broker• Core group member• Subject matter expert• Technology steward

TECHNOLOGY

• Individual tools• Participation• Group tools• Asynchronous• Synchronous

SPONSORSHIP & ORGANISATION ISSUES

• Short-term, mid-term and long-term goals

• Sponsorship• Budget• Support• Technology

Launch Phase

Pre-launch meeting

Whole-community

launch

Invitation to the launch

Meeting logisticsOpeningSharing on CoP

Getting to know each

other

Grow & Sustain Phase

Types of Activities

• Open conversation• Motivation speech• World café• Case studies• Fish Bowl Technique

Community Health Assessment

• Regular updates• After Action Review

(AAR )• Conducting feedback

survey• Document management

Conclusion

“Knowledge only has true value when it is shared.”

Community of Practice (CoP) is the place where knowledge come as bud to the needed person and gets blossom in right hand and gives fruitful result

at right time.

Thank You!